Every clinician in session? The person ready to start still gets an answer.
Intake requests, refills, telehealth links and paperwork all come in on the same line, and now and then a caller is in crisis. Medman’s AI receptionist answers each call on your number, takes only a brief reason and, with your EHR connected, books the visit on the call. A caller in crisis is pointed to 988, or to 911 in an emergency, straight away.
Free to start, no card needed · Nothing changes on your current number until you forward it
- A medication running out today is marked Urgent; a parking question is Low
- It never asks about diagnoses or symptoms, or gives medication advice
- It never confirms or denies that someone is a patient
Every clinician is in session. The calls still need someone kind on the line.
Four calls a behavioral health front desk gets every week, and what happens to each one when nobody can pick up.
New patient“Are you taking new clients?”
- What happens
- It’s 11 on a Wednesday. Every clinician is in session and the front desk is checking someone in when a person who finally decided to look for a therapist calls.
- When nobody answers
- They reach voicemail, and it took them weeks to make this call. Some try the next practice; some put it off again.
- With Medman
- Medman answers calmly, takes only a brief reason and a callback number, and, with your EHR connected, books the intake. They hang up with a time, and your desk finishes the check-in.
- What it never does
- Asks about diagnoses, symptoms, history or substance use, or says whether someone needs care.
Existing patient“I need to move Thursday’s session”
- What happens
- Clients call between sessions to reschedule, switch to telehealth or say they can’t join a video visit.
- When nobody answers
- A missed call becomes a missed session. The time sits empty, and the client feels they let you down.
- With Medman
- The session is moved in your EHR on the call, and a client who can’t join telehealth is written up so your clinician knows before the hour starts.
- What it never does
- Asks about symptoms or says whether someone needs care.
Existing patient“My employer needs a letter by Friday”
- What happens
- Clients and their families call for letters, records, forms and insurance answers, often with a date attached.
- When nobody answers
- The request sits in voicemail past the date, and the client has an awkward conversation at work or with their insurer.
- With Medman
- Medman separates letters, records and billing questions and keeps the Friday date, so the right person handles each one.
- What it never does
- Confirms or denies that someone is a patient, including to a family member.
Existing patient“My medication runs out today”
- What happens
- At 3:50, a client calls because the pharmacy says their medication needs a prior authorization and they have none left after today.
- When nobody answers
- The message waits until morning, and they go a night without a medication their clinician prescribed.
- With Medman
- Medman takes the medication name and the pharmacy’s message and marks it Urgent. Your team taps Urgent and can reach the prescriber before closing.
- What it never does
- Gives dosing or side-effect advice, says whether a prescription has been sent, or promises a refill.
A weekend of calls, sorted before Monday.
Watch the AI receptionist answer a practice's weekend calls, write each one up and put the urgent one first.
It knows the words your callers use, and writes them down as said.
Callers don't have to translate “my knee gave out” into a category. The write-up keeps their words, so your team reads what the patient actually said.
Care team
- psychiatrist
- psychiatric nurse practitioner
- therapist
- counselor
- psychologist
- LCSW
Visits
- therapy
- counseling
- medication management
- med check
- new patient
- intake
- evaluation
- follow-up
- telehealth
- video visit
Medication
- refill
- prescription
- pharmacy
- prior authorization
- ADHD medication
- ran out
Paperwork and coverage
- records
- release of information
- letter
- FMLA
- disability paperwork
- school form
- out-of-network
- superbill
- sliding scale
- copay
The calls that can't wait are at the top of the list.
Each answered call is written up and marked Urgent, Important, Normal or Low by what the caller needs. Your team calls back Urgent and Important first, then works down the rest.
- Each write-up says what the caller asked for and suggests a next step, with the transcript lines it came from
- Resolve a call when it's handled
What callers ask · how it might be marked
- Medication runs out today; the pharmacy needs a prior authorizationUrgent
- Discharged from the hospital yesterday, told to book a follow-upImportant
- Reschedule next week’s therapy sessionNormal
- A letter for my employer by FridayNormal
- Do you offer a sliding scale?Low
Priorities are suggestions from the write-up, not a clinical judgement. Your team decides, and it is not an emergency line.
What it handles, and what stays with your team.
It handles
- Answering every callOn your practice number, with your greeting and voice, nights and weekends included
- Booking, with your EHR connectedPatients book, reschedule and cancel right on the call
- Behavioral health intakeNew patient, refill, telehealth, records or billing: a brief reason and a callback number, nothing more
- Callers in crisisPointed to 988, or to 911 in an emergency, straight away, with a message offered so the practice knows
- Routine questionsHours, location, telehealth, accepted plans: answers only from details your practice has reviewed
- Marking the callbacksUrgent, Important, Normal or Low, with the transcript lines each write-up came from
Your team handles
- Anything clinicalWhether someone needs care, and any symptom, medication, dosing or side-effect question
- PrescriptionsRefills, early refills, controlled substances and prior authorizations
- Who is a patientIt never confirms or denies that someone is a patient
- EmergenciesIt is not a crisis line: callers are pointed to 988, or to 911 in an emergency
Before it takes real patient calls, you'll complete practice setup inside the app.
Medical-practice setup and agreements are required before patient calls. Use fictional details for testing.
Patients book, reschedule and cancel right on the call.
Connect the EHR you already use and visits go straight onto your schedule. It books into AdvancedMD, DrChrono, Tebra, Practice Fusion, athenahealth, ModMed, eClinicalWorks and more. You don't need one to start: it answers your calls today, and your team books from the write-up.
A missed call is often a patient who books somewhere else.
50%
of patients have given up on a call because no one picked up or the hold was too long
MGMA 2025
69%
will switch providers if communication falls short of expectations
Artera 2025
Free to start. Pick a plan when you need more minutes.
Free
15 AI minutes a month, no card needed.
FreeEssentials
100 AI minutes a month.
$29.99 / monthPlus
300 AI minutes a month.
$99 / monthPro
600 AI minutes a month.
$199 / monthOnly Pro buys extra minutes, at $0.30 each; on the other plans you move up a plan. No annual contract.
See all pricingThe call is the start. Medman carries the rest.
When a caller’s coverage needs checking, the receptionist hands it to Medman’s eligibility agent. Pharmacy faxes, records requests and forms go to inbox triage. Your staff work one queue, and approve every final step.
See how Medman works →What should a behavioral health practice look for in an AI receptionist?
Four things. It should handle a caller in crisis safely: point them to 988, or to 911 in an emergency, straight away, without asking for details. It should take only a brief reason for every other call, never ask about diagnoses or symptoms, and never confirm that someone is a patient. It should book visits straight into your EHR. And you should be able to test it yourself before a patient calls. Medman’s AI receptionist is built around those calls, and is free to start.
Can an AI receptionist schedule therapy and psychiatry appointments?
Yes. With your EHR connected, patients book, reschedule and cancel right on the call. It books into AdvancedMD, DrChrono, Tebra, Practice Fusion, athenahealth, ModMed, eClinicalWorks and more. Without a connected EHR it takes the request and a callback number, and your team books the visit.
What happens when a caller is in crisis?
It stays calm and brief. If anyone is in immediate danger or has taken too much of a medication, it tells the caller to call 911 now and does not keep them on the line. Otherwise it tells them they can call or text 988, the Suicide and Crisis Lifeline, at any time (in Spanish, call 988 and press 2, or text AYUDA to 988), then offers to take a message so the practice knows. It never asks for details of the crisis or says that anyone has been contacted for them.
How does it handle refill requests?
It takes the medication name and the request, and keeps any deadline the caller gives, so your team can act on it. It never gives dosing or side-effect advice, says whether a prescription has been sent, or promises a refill, an early refill or a controlled-substance prescription.
Will it ask callers about their symptoms or history?
No. It takes only a brief reason for the call. It never asks about diagnoses, symptoms, history, substance use or medications beyond the name of a medication for a refill, and it never confirms or denies that someone is a patient.
How is it different from an answering service?
An answering service takes a message for the morning. The AI receptionist answers every call on your number, answers routine questions from details you have reviewed, books into your EHR, and writes up each call with a suggested priority and the transcript lines it came from. You set it up and test it yourself, in minutes.
What about HIPAA and patient information?
Medman is built for HIPAA, and we sign a Business Associate Agreement before any patient data moves. Medical-practice setup and agreements are required before patient calls. During setup it only looks up public practice information, never patient information.
What does it cost?
Free to start, no card needed: 15 AI minutes a month. Paid plans: Essentials $29.99 a month for 100 minutes, Plus $99 a month for 300 minutes, Pro $199 a month for 600 minutes. Only Pro buys extra minutes, at $0.30 each; on the other plans you move up a plan. No annual contract. It currently answers in English.
Set up your receptionist for behavioral health calls, and test it before a patient calls.
Free to start, no card needed. Set it up in minutes, make a test call, and forward your number when you're ready.